FIXIT Case Study
Bulkley Valley Softball
Simple Systems for Real-World Growth
Bulkley Valley Softball Association
Advisor, builder, and translator.
The FIXIT Group worked with the executive board to assess operational gaps, recommend practical solutions aligned with volunteer capacity and budget constraints, and implement a foundational digital system that improved credibility, reduced administrative friction, and supported future growth.
The Real Problem
The league wasn’t broken. It was growing. Registration numbers and competitiveness were increasing, but the organization was still operating like a small informal group. That gap created risk. Nothing had failed yet, but everything relied on inbox chaos and tribal knowledge. As growth continued, the risk of volunteer burnout, lost information, and administrative breakdown increased.
- No central hub for information, programs, or communication
- Heavy reliance on email, spread across multiple personal Gmail accounts
- No centralized administration or continuity when board roles changed
- Volunteer coordination handled manually with little clarity or structure
- Clinics, training programs, and key updates shared inconsistently
- Expense submissions, record keeping, and document access were fragmented
Features
- WordPress Website
- Elementor Page Builder
- Media File Organizer
- Interactive Calendar
- Custom Form Creator
- Gsuite for Nonprofits
We FIXed it
From Inbox Chaos to Credibility
Rather than over-engineering a solution, the goal was to establish simple, standard infrastructure that volunteers could realistically maintain.
Registered a dedicated domain and established hosting
Implemented WordPress with Elementor to allow non-technical editing
Selected and customized a lightweight theme suitable for long-term use
Designed a clear sitemap with fewer than seven top-level navigation items
Prioritized registration as the primary call to action
Structured pages so users could always find next steps without confusion
Created initial site content to replace email-only communication
Established a workflow for easy content submission by users
Centralized and organized content into clear, reusable sections
Implemented Google Workspace for Nonprofits, including Gmail, Google Meet, and Google Drive
Centralized email administration with branded addresses
Created base accounts, role-based aliases, and email filtering
Why Google Workspace Mattered
This wasn’t just about branded email, though that alone significantly improved credibility.
Google Workspace provided:
Centralized admin control and continuity during board turnover
Shared document storage instead of scattered files
Easier handovers that passed the “hit by a bus” test
Video conferencing without additional licensing costs
Financially, the impact was immediate.
For roughly similar to what the league was already spending on video conferencing alone, the organization gained:
A professional website
Branded email addresses
Centralized document management
Shared calendars
Video conferencing
That trade-off reduced complexity and lowered long-term operational risk.
Governance & Access Decisions
Access was intentionally limited. Most board members were not technical, and unrestricted access would have increased the risk of accidental changes or broken systems. Administrative access was restricted to ensure stability, while editor-level access allows content updates without publishing risk.
Critically, admin access was shared with leadership to ensure continuity and prevent single-point failure. This approach balanced control, safety, and sustainability in a volunteer environment.
Outcome
The association moved from informal, inbox-driven operations to a credible, centralized digital foundation without increasing volunteer workload or budget strain.
The result:
Improved professionalism and trust
Reduced administrative friction
Easier communication and coordination
A platform that supports growth instead of resisting it
Most importantly, volunteers can now spend more time supporting players and less time wrestling with admin.
Early Ops Planning & What’s Next
With a centralized platform in place, future improvements are now possible, including:
Online expense submission forms
Volunteer and coach applications
Criminal record check workflows
Integration with third-party registration systems
Data export and reporting for seasonal planning
Growing shouldn’t make things harder.
If this story feels familiar, don’t worry. It’s definitely FIXable.